Access to Student Records Pursuant to the UPPS No. 01.04.31
Family Educational Rights and Privacy Act Issue No. 8
of 1974 Effective Date: 11/05/2014
Review: April 1 E3Y
01. POLICY STATEMENT
01.01 This policy sets forth university procedures regarding access to student education records as required by the Family Educational Rights and Privacy Act of 1974 (FERPA) (20 U.S.C.A., Section 1232g).
02.01 Student education records – are directly related to a student and are maintained by Texas State University, or a party acting for Texas State. Student education records do not include:
a. records that are kept in the sole possession of the person who made the record and are not revealed to others;
b. records of the University Police Department, subject to the provisions of 34 C.F.R., Section 99.8;
c. records relating to an individual who is employed by Texas State that:
1) are made and maintained in the normal course of business;
2) relate exclusively to the individual in that individual's capacity as an employee; and
3) are not available for use for any other purpose;
d. records on Texas State students that are:
1) made or maintained by a physician, psychiatrist, psychologist, or other recognized professional or paraprofessional acting in his or her professional capacity or assisting in a paraprofessional capacity;
2) made, maintained, or used only in connection with treatment of the student; and
3) disclosed only to individuals providing the treatment. For the purpose of this definition, "treatment" does not include remedial educational activities or activities that are part of the program of instruction at Texas State;
e. records that only contain information about an individual after he or she is no longer a student at Texas State; and
f. grades on peer-graded papers (until collected and recorded).
Records relating to an individual in attendance at Texas State who is employed as a result of his or her status as a student are student education records and not exempted under Section 02.01 c.
02.02 Attachment III contains a glossary of terms that apply to this policy.
03. PROCEDURES FOR ANNUALLY NOTIFYING STUDENTS AND PARENTS OF THEIR FERPA RIGHTS
03.01 Texas State will inform students and parents of their rights under FERPA by: (1) having the information on the Office of the University Registrar’s website, and in the Registration Instructions Booklets; and (2) the Office of the Dean of Students placing a notice in the Student Handbook.
03.02 The notice containing Texas State's policies is set forth in Attachment I.
04. PROCEDURES FOR PARENTS INSPECTING THEIR CHILDREN'S EDUCATIONAL RECORDS
04.01 A parent who desires to inspect his or her child's student education records (without the child's written consent) may do so if the child is a dependent student as defined in Section 152 of the Internal Revenue Code of 1986.
04.02 A parent should present an affidavit as shown in Attachment II to the office that maintains the records. The office may make the records accessible as provided by FERPA.
05. PROCEDURES REGARDING CHARGES FOR RECORDS
05.01 Texas State may make the following charges for student education records:
a. the registrar may charge $5.00 for an official copy of a student's transcript; and
b. Identification (ID) Services may charge $10.00 for a student's photograph; however, ID Services will not charge school officials, as defined in Attachment I, for photographs.
06. PROCEDURES FOR RELEASE OF PERSONALLY-IDENTIFIABLE INFORMATION
06.01 Texas State will not release personally-identifiable information in a student education record without the student's prior written consent, except under one or more of the conditions described in 34 C.F.R. Section 99.31.
06.02 School officials who handle student education records should respect the private nature of those records and secure them from unauthorized disclosure. Since computer records are especially vulnerable, those who maintain these records should take special security measures. Examples of confidential records include transcripts, grades, grade point averages, test scores, academic and disciplinary status, health information, personal and family financial information, and placement file recommendations and ratings.
06.03 Each designated information owner will maintain a record of disclosures as required by 34 C.F.R. Section 99.32 and a student or eligible parent may inspect these records.
07. ASSESSMENT PROCEDURES
07.01 At least every five years, the Office of Audits and Analysis will conduct a security assessment audit of those offices maintaining student education records and recommend policy and procedural changes based on the results of that audit.
08. REVIEWERS OF THIS UPPS
08.01 Reviewers of this UPPS include the following:
University Registrar April 1 E3Y
09. CERTIFICATION STATEMENT
This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.
University Registrar; senior reviewer of this UPPS
Associate Vice President for Enrollment Management and Marketing
Provost and Vice President for Academic Affairs